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Five Strategies to Control Your Email

If you’re working to get your email under control chances are you’ve already dug into, and tweaked, your preferences. Filtering, labeling and filing can help you organize your existing email, but it does nothing to stop the daily flow into your inbox. To make that happen, you need to set boundaries, ground rules and procedures and stick to them!

Here are five strategies to help you get your inbox under control.

Use Chat Instead: How many times do you get repeated emails asking a single question or a one-word reply? Email isn’t meant to be conversational. That’s what chat is for. Use Messenger or Skype for conversations without cluttering up your inbox.
Think First, Then Respond: Implement the “three-email rule.” After three back and forth emails, pick up the phone. This method forces your colleagues to get to the point quickly. Eventually, they’ll get the message… if they want a quick response they’ll pick up the phone and call.
Schedule Time for Email: You schedule meetings, lunch, and phone calls. Start to schedule your email and give yourself a time limit. Let colleagues know that you are only available via email at certain times of the day. Once you’ve set a schedule, use an auto-responder to reply to any emails during off times in your schedule.
Reply Only at the End of the Day: Read email in the morning, prioritize it, and respond at the end of the day. Any urgent requests can be handled in person or on the phone. This cuts down on email tag and people will begin to wait to respond until the next day when they know you’ll see it. This method also gives you time to think and compose a […]

By |August 10th, 2018|blog|0 Comments

5 Things to Look for When Choosing a Managed IT Provider

Businesses of all sizes and across many industries are turning to Managed IT providers, making Managed IT one of the fastest-growing business sectors. With Managed IT Services, you can enjoy increased efficiency and decreased costs as your troubleshooting, hardware maintenance, security, cloud technology, and other services are consolidated with a single service provider. To get the most from your provider, it’s important to do your research, keeping these factors in mind.

1. Reputation in Your Industry

A good Managed IT provider will have experience in your industry, making them equipped to guide you towards your goals with automated workflows, training, hardware and software solutions. You’ll want to look for good client retention rates and recommendations from others in your industry.

2. Looking to Understand Your Business

Your IT provider should take the time to get to know your unique business: your budget, your workflow, your goals  and data management. With this knowledge, they can offer solutions custom fit to your needs. Your IT provider should meet with you on a frequent basis to be sure you’re on track to meet your goals.

3. Analytics

Your Managed IT provider should be willing to offer proof that their solutions are working for you. With hardware and software reporting, asset tracking, compliance monitoring, and other measures, you should be able to see where you were before vs. where you are now, using this data to help guide your next steps.

4. Support When You Need It

Problems can arise any time, day or night, and the longer your system is down, the more your business will suffer. By using a Managed IT provider that offers 24/7/365 monitoring and support options, you can get help whenever you need it, minimizing the effects on your business.

5. Support […]

By |May 3rd, 2018|blog|0 Comments

How to Improve Productivity During Travel

Do you dread business trips because you feel like you fall behind on your regular work? Business travel doesn’t have to feel like a burden if you know how to maximize your productivity on the road.
Prepare to Go
Preparation is an important step to being productive while you’re travelling. Some important steps include:

Make a list of all the equipment you may need. This includes tablets, batteries, chargers, cords and peripherals.
Charge all your devices before you go, and each night of your trip. This will help keep you running all day.
Research the hotel. Amenities such as free Wi-Fi and a business center can help you say on top of your work.
Remove all unnecessary files from your devices. They slow down your computer, and pose a security risk.
Scan and upload all paper documents to the cloud. This makes them accessible to you anywhere you are, so you always have what you need.

Use Time Wisely
Flight time doesn’t have to be useless time. Use the time in the airport to check emails and do other similar quick tasks. Earmark your flight time for some uninterrupted offline work, such as writing a proposal.

While on your trip, make sure to schedule in time for rest and meals. Taking care of yourself can help you perform at your peak.
Use Apps
Mobile apps can make your time on the road more productive and organized than ever before. The Xerox Mobile Link App can scan, fax and store all your paperwork as you go. This includes receipts, contracts, business cards, and anything else you might need. This will help reduce your workload when you get back, as everything is already digitized and stored. Taking it one step further is Xerox […]

By |February 20th, 2018|blog|0 Comments

5 Common Cyberattacks that Could Devastate Your Small Business in 2018

Cyberattacks are on the rise and are the fastest growing threat to your small business in 2018. Many SMB owners have the misconception that large organizations are at a higher risk for cyber theft, when in reality nearly half of all cyberattacks target small businesses.

As an SMB owner, it’s in your best interest to make cybersecurity a top priority. Here are some of the most common types of cyberattacks threatening small businesses today:

1. Denial of Service (DoS):

DoS attacks occur when malicious criminals use multiple computers to send a large amount of information and data at once with the goal of overloading your system so that it shuts down. To avoid this cyber traffic jam, proactively monitor analytics for spikes in traffic and keep your security software up-to-date.

2. Employee:

Employees often have a lot of sensitive data in their hands, and they can sometimes choose to misuse this information and expose your business. When terminating an employee, immediately revoke his or her access to data and change the code to your door. This will help to minimize a crippling security breach from a disgruntled former employee.

3. Malware:

Malware is a malicious software that can come in multiple forms, from worms and viruses to Trojan horses. Email is a common way for Malware to infiltrate your business, so make it a best practice for employees not to click on links in emails from people they don’t know.

4. Passwords:

You use passwords to protect your company’s important data, which is why criminals attempt to gain access to your information by cracking passwords. Never choose a password that is easy to guess. As a best practice, your case sensitive password should be at least eight characters in length and include a combination of letters, […]

By |January 4th, 2018|blog|0 Comments

7 Tips to Boost Productivity

It often seems there just aren’t enough hours in the day to get everything done. As more tasks pile up, it can be overwhelming. Take control and find more time by incorporating these techniques that highly productive people use into your day.

1. Take care of yourself. It can be easy to fall into the trap of skipping breakfast or staying up late to gain a little more time to get work done. However, when you do this you’re not giving your body the fuel it needs, and ultimately will compromise your ability to do your best work and be productive. Take time in the morning to eat a good breakfast, exercise, meditate, or otherwise get ready for the day.

2. Schedule your day. To-do lists often fall by the wayside, with many tasks remaining incomplete. Instead, schedule all your tasks into your calendar, in 15-minute increments and stick to your schedule.

3. Don’t multi-task. Trying to do more than one thing at a time really just slows you down. Focus on one task before moving onto the next. This includes email – shut off your phone notifications and use scheduled times to read and reply to emails.

4. Learn to say no. Meetings are a time suck, often wasting more time than they’re worth. Say no to meetings and any other task that is not going to help you reach your goals.

5. Delegate. Accepting help is not a sign of weakness; it is how productive people make the most use of their time. Spreading the work out over more people helps get it done faster and better.

6. Write it down. When you rely on your memory, you can forget things and waste time. Carry a notebook and […]

By |November 15th, 2017|blog|0 Comments

How a Managed Document System Can Strengthen Your Security

Managed document systems have many benefits for businesses, especially when it comes to efficiency. Did you know they can also boost your security? By protecting your documents at every stage using a variety of measures, your documents and data remain secure, reducing your risk of becoming a victim of cybercrimes and other expensive data loss situations.
Managed Document Services
Documents typically have a lengthy life-cycle. From their creation, through editing, printing, and ultimately storage – each phase of a document’s life presents unique risks, including unauthorized access to your data, as well as the potential for accidental loss.

A digital document system takes control of your documents starting with their creation. Through automated workflows and digital storage, your data is encrypted and tracked, minimizing the potential for accidental or malicious attacks on your company.
Scanning and Storage Solutions
Digital files are easier to protect and store. Managed document solutions offer strong encryption for your data so it is never sent through the network unencrypted. The files can be automatically routed to people or folders, as necessary.

Digital storage is more secure. Files are encrypted prior to storage, rendering stolen files useless. You can create redundant copies, including off-site or cloud storage, for easy restoration. Software can allow you to track all access and changes to your data. For further protection, access can be limited to authorized users, using various authentication techniques.
Print Security
Document management solutions can make printing hard copy documents safer. Encrypting data before sending it on the network helps reduce theft during transmission. Printers can also be equipped with various authentication measures, including passwords, PIN codes, or other identifiers. This limits access to printed documents to only the person who initiated the print job, or other authorized persons. By […]

By |September 30th, 2017|blog|0 Comments

Meet Your New Workplace Assistant

In keeping with the evolution of business, Xerox has introduced an innovative new line of ConnectKey-enabled products that your organization can’t afford to be without.

This new product line consists of 29 new printers and multifunction printers (MFPs) that will help transform your current office into a more productive, streamlined, user-friendly work environment.

Your New Workplace Assistant 

At the end of March, 2017, Xerox made history with their largest product launch to date. These 29 new and innovative ConnectKey-enabled printers and MFPs will revolutionize the way you print, communicate and complete a number of common business processes, with products that range in size, speed, and capabilities to match any business no matter how big or small.

Xerox VersaLink Series Printers and MFPs

Tailored towards small to midsized workgroups, and those who work from more than one location.
Choose from 19 different devices, with black and white, or colour capabilities.
Enhanced freedom for employees to work from anywhere, anytime.
Plug and play setup eliminates the need for IT assistance.
Cloud services such as Google Drive, OneDrive and Dropbox are included.

Xerox AltaLink Series MFPs

Designed for use by midsized to large workgroups with high volume requirements, elevated standards of security, and advanced finishing needs.
Choose from 10 different A3 colour, and monochrome MFPs.
Flexible and versatile to grow alongside your business.

Features and Benefits

Key attributes of this new technology include:

Streamlined business processes. Both pre-installed and downloadable apps help organizations to create workflows according to their individual needs. Achieve the same results with fewer steps by scanning documents directly to the cloud, or share electronic documents with colleagues with the touch of a button.
Cloud and mobile-ready. ConnectKey technology allows you to print, scan or share documents from any Internet-enabled mobile device such as […]

By |August 21st, 2017|blog|0 Comments

Protect Your Business from Ransomware!

By now, you’ve probably heard about the recent “WannaCry” attack that infected over 300,000 Windows PCs worldwide. It locked users out from their data and demanded a $300 “ransom” per infected machine to regain access. If not for an accidental intervention, it could have been much worse.
Is Your Business at Risk?
If you can’t afford to lose access and you don’t have a disaster recovery plan in place, your business is at risk. Imagine if you lost access to your data for a day. What if you were locked out for a week? Would your business survive?

Here are four tips to help you protect your company from a ransomware infection.

Back Up Your Critical Data Every Day – This is a simple and effective defence. Your critical information should be backed up daily, and a copy kept offsite. The cloud is a cost-effective way to protect your data. If you back-up in house, do it to a separate drive, off your network and keep a safety copy offsite.
Don’t Open Unsolicited Email – Spam that contains malicious software or dangerous links are the most common way a cyber criminal can gain access and infect your network. If you don’t know the sender, or can not confirm a link’s authenticity, do yourself a favour and just delete it!
Protect Your Network – Update your operating systems and your devices’ security regularly.
Infected? Disconnect! – Infected systems should be quarantined and removed from your network immediately. Also disable bluetooth and wireless access. Determine what has caused the infection and if it is a known strain, help may be available. If not, do a clean OS install, restore your data from your backup and you’l be back in business quickly.

Security […]

By |June 19th, 2017|blog|0 Comments

The Many Benefits of Mobile Printing

With more employees working outside of the confines of the office than ever before, cloud-based services have become a necessity in order to facilitate communication, provide easy access to files, and perform a number of everyday processes, including printing.

Mobile print technology allows the user to access print services from their mobile device, from anywhere they have an Internet connection. As this technology continues to evolve, more individuals and businesses are seeing the advantages of implementing mobile printing, yet a surprising 86 percent of SMBs have yet to develop a mobile print strategy. Here are a number of great reasons to get started.
Security
Every device on your company network including your printers, are at risk of a security breach. A unified approach to mobile printing allows IT personnel to set the parameters for print security, effectively and securely avoiding issues with the routing and retrieval of confidential documents. Features such as data encryption, and user authentication requirements help reduce these risks even further.
Cost Savings
Implementing a mobile print strategy is an investment in the future of any organization that employs workers who routinely conduct business outside of the office. Cost savings are realized in a number of important areas, including network security, reduced burden on IT resources, and increased worker productivity.
Convenience and Productivity
Regardless of whether staff are working from home, out of town, at a distant branch, or are full time or part time, the same mobile print platform can be utilized to easily and securely print and share documents. Mobile printing apps utilizing GPS technology to pinpoint the location of the closest qualified printer, take the guesswork out of the equation, helping to save time and money on print costs.

Once the mobile print platform has been established, IT personnel […]

By |April 30th, 2017|blog|0 Comments

Sophisticated Scanning from Xerox ConnectKey

Every time you have to sort through the stack of papers on your desk looking for a document, you’re using up valuable time. Digital files are easier to manage, keeping you organized and on-task. With Xerox ConnectKey-enabled multifunction printers, you can take advantage of powerful scanning capabilities to digitize your documents and clear up the clutter.
Scanning to the Cloud
Cloud storage makes it easy to share and transfer files, with easy access from anywhere in the world. Xerox ConnectKey technology allows you to scan and upload to the cloud from your MFP, using popular services such as DropBox, Box and Google Drive.
Mobile Scanning
When you can do work on the go, you’re able to get more done in less time. The Mobile Link app allows you to scan documents from your smartphone, as well as configure and initiate jobs. With this technology, you can get your work done whether you’re in the office, travelling, or on a job site.
Searchable PDFs
One of the major benefits of digital files is the ability to do a keyword search to find the document you need quickly and reliably. Xerox ConnectKey scanning can create a searchable PDF from your scanned document, making it easy to organize and search later helping you maximize your efficiency.
Editable Scans
Making changes to a document that only exists in hardcopy format, like an employee manual, can be a time-consuming and tedious process. When you use Xerox ConnectKey scanning, you can create editable files allowing you to easily make changes and updates, and store it all digitally.
Managing paper takes up valuable time and space. As many offices move to digital files, it’s important to understand the technology available to make your digital files work for you. Xerox ConnectKey-enabled multifunction printers not only […]

By |February 3rd, 2017|blog|0 Comments